Privacy Policy

GVCFI Online Office of Student Affairs (OSA) Management System

This Privacy Policy explains how the GVCFI Online Office of Student Affairs (OSA) Management System collects, uses, stores, and protects personal information when users access and use the system.

1. Introduction

The system supports the school's Office of Student Affairs operations, including student account management, attendance monitoring, club applications, waiver processing, sports reservations, equipment borrowing, notifications, and reporting.

2. Personal Information Collected

Depending on the features used, the system may process:

• First name, middle name, last name, and suffix.
• Email address and student or user identification number.
• Account and profile information.
• Attendance and school activity records.
• Club and organization applications and waiver requests.
• Sports reservations and equipment borrowing records.
• Notifications, submitted requests, and relevant system activity logs.

3. Purpose of Data Collection

Personal information may be used for authorized school-related purposes, including:

• Account registration, authentication, and profile management.
• Attendance monitoring and report generation.
• Processing club applications and waiver requests.
• Managing sports reservations and equipment borrowing.
• Sending notifications about requests and school activities.
• Maintaining system security and administrative accountability.

4. Lawful Processing

Personal information shall be processed only when an appropriate lawful basis exists under applicable data privacy laws and school policies. Where consent is the applicable lawful basis, it should be obtained and managed appropriately.

5. Access and Disclosure

Access to personal information should be limited to authorized school personnel who need the information to perform their assigned duties. Information must not be disclosed to unauthorized individuals. Any permitted sharing must comply with applicable laws and school policies.

6. Data Storage and Security

Appropriate technical, physical, and organizational safeguards should be implemented to protect personal information against unauthorized access, alteration, disclosure, loss, or misuse. Users should keep their account credentials confidential and report suspected unauthorized access to the appropriate school office.

7. Data Retention and Disposal

Personal information should be retained only for as long as necessary for authorized purposes and applicable recordkeeping requirements. Retention and disposal should follow the school's approved policies and applicable laws.

8. Rights of Data Subjects

Subject to applicable laws and exceptions, individuals may exercise their rights regarding their personal information, including requesting access to or correction of inaccurate information. Requests should be directed to the appropriate school office or designated Data Protection Officer, if applicable.

9. Session Information

The system may use necessary session and technical information to maintain authenticated sessions and provide its core functionality. Additional tracking technologies, if implemented, should be disclosed appropriately.

10. Privacy Incidents

Suspected unauthorized access, loss, disclosure, or misuse of personal information should be reported to the appropriate school authority for handling in accordance with applicable laws and school procedures.

11. Updates to This Policy

This Privacy Policy may be updated when system features, school procedures, or applicable requirements change. Users should review the policy periodically.

12. Contact Information

For questions or concerns regarding personal information, contact the appropriate authorized GVCFI school office or the school's designated Data Protection Officer, if applicable.

Note: This policy should be reviewed and approved by the appropriate GVCFI authority before official implementation.

Terms and Conditions

GVCFI Online Office of Student Affairs Management System

Welcome to the GVCFI Online Office of Student Affairs (OSA) Management System. By accessing or using this system, you agree to comply with the terms stated below. Please read these terms carefully.

1. Purpose of the System

The system is intended to support the school's Office of Student Affairs operations, including student records management, attendance monitoring, club and organization applications, waiver processing, sports reservations, equipment borrowing, notifications, and reports, depending on the user's authorized role.

2. User Accounts and Responsibilities

• Users must provide accurate information when registering.
• Users must keep their login credentials confidential.
• Users must not use another person's account without authorization.
• Users must report suspected unauthorized access to the appropriate school office.

3. Acceptable Use

Users must not:

• Access records or modules without permission.
• Submit false information or falsify attendance records.
• Attempt to bypass security controls or disrupt the system.
• Misuse information belonging to other students or school personnel.

4. Attendance Records

Users must follow the school's approved attendance procedures. Attendance entries and corrections must be handled only by authorized personnel in accordance with applicable school policies. Users must report inaccurate records to the responsible office.

5. Clubs, Organizations, and Waivers

Applications and waiver submissions must contain truthful and complete information. Submission does not automatically mean approval. Applications are subject to review by authorized school personnel under applicable school rules.

6. Sports Reservations and Equipment Borrowing

Users must follow the school's applicable reservation, borrowing, return, and equipment-care procedures. Any applicable fees, penalties, or liability must be based on officially approved school policies and communicated to the affected users.

7. Privacy and Personal Information

Personal information processed through the system must be handled in accordance with the applicable Privacy Policy, the Data Privacy Act of 2012 (Republic Act No. 10173), and other applicable laws. Access to personal information must be limited to authorized purposes and personnel.

Users should consult the Privacy Policy to understand how their information is collected, used, stored, retained, and protected.

8. System Availability and Security

The school may perform maintenance, security updates, or necessary service interruptions. Users must not attempt to interfere with the system's operation or security. Problems should be reported to the appropriate system administrator.

9. Suspension of Access

Access may be restricted when necessary to protect system security, investigate suspected misuse, or comply with applicable school policies and laws. Any disciplinary action must follow the school's applicable procedures.

10. Changes to These Terms

These terms may be revised when system features, school policies, or legal requirements change. The current version and its effective date should be displayed to users when the terms are updated.

11. Contact and Support

For questions, technical concerns, or reports of misuse, contact the authorized GVCFI OSA office or system administrator through the school's officially designated communication channels.

12. Acknowledgment

By selecting the acceptance checkbox during registration, users acknowledge that they have been given the opportunity to read these Terms and Conditions and the applicable Privacy Policy.